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Minutes 2008/9
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Minutes of meetings of Parish Council.
Below are the minutes from previous meetings. Please be aware that the most recent (if posted before the next Parish Council Meeting) will have been seen by the Chair but not yet approved by the whole Council.
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15th July 2008
Members Present: Cllrs. Mrs M Varrall – Chairman, Mr C Boylett, Mr F Smith and Mr A Jacobs.
Also present: Co Cllr Mr J Barnes. The Rev R Dixon. Mr S Satchell (Courier reporter). Members of the public including Mr David Gilbert and Mr Colin Phillips. The Clerk.
Meeting began at 7.34pm
34. Apologies for Absence. Cllr Jacobs that he would have to leave early. Dist Cllr Mr I Jenkins.
35. Declaration of Interests. Members were reminded of the need to repeat their declaration immediately prior to the commencement of the item in question. Cllr Jacobs declared a personal and prejudicial interest in item 41 and item 38. Cllr Benn declared a personal and prejudicial interest in item 41.
Cllr Varrall declared a personal interest in item 60.
36. Minutes of the last meeting. To authorise the Chairman to sign the Minutes of the meeting held on 22nd May 2008. Minutes were agreed by all and signed by the Chairman.
37. Police Report. Deferred until after item 41.
38.
39.
8:15pm King John’s Lodge, Sheepstreet Lane. To note receipt of written complaints from residents in Sheepstreet Lane regarding the regular holding of functions at this property, the excessive level of noise during these functions due to the use of a PA system and the consequential problems caused by the number of cars parked along this narrow lane due to the lack of parking facilities at the property. Cllr Jacobs repeated his declaration and left the room. Letters of complaint were duly noted and the Chairman noted and welcomed the members of the public, mainly residents of Sheepstreet Lane, to the meeting. She invited Mr David Gilbert to address the meeting and advised Cllrs that Standing Orders would be suspended for the duration of Mr Gilberts address. Following is a précis of that address: Mr Gilbert grew up in Sussex but moved to Surrey during his employment years. He and his wife bought their house in Sheepstreet Lane last year for its tranquillity. That tranquillity didn’t materialise due to excessive noise from parties at the neighbouring property – King John’s Lodge – whose accommodation building, the Granary, is only 20 meters from his house. Being new to the area he initially didn’t want to make a fuss however since the increase in number and growth of the functions from one night parties to weddings and all weekend residential functions he has become aware that there are a number of residents who find the noise level at night intolerable. He played an audio recording which he had recorded in his bedroom at 1: 00am to demonstrate the level of noise. On that occasion he estimated that there were about 60 people screaming and yelling and intoxicated. At 4:00am there were a number of people playing football, shouting and using bad language. The following morning there were numerous cars parked along the road, (many had people sleeping in them), causing a danger to cars overtaking them as the road is only two lanes wide. Various residents have over a period of time visited the owners and asked for the music and noise level to be reduced. Mr Gilbert has been in touch with RDC and ascertained that King John’s Lodge does not have Planning Permission for its enterprises. He has also contacted the Dept of Environmental Health and arranged for recording equipment to be installed in his home to monitor noise levels and times. He and other residents present expressed their concern regarding an advertised forthcoming 3 day event as during a previous 2 day event the noise and disturbance in the neighbourhood was continuous over the 48 hours.
The Chairman thanked Mr Gilbert and invited comments.
The following are some of those made: That it could be checked whether the owners had misrepresented the use of The Granary when making the application for its change of use from a barn some 5 years ago. That the Fire and Rescue Service should be contacted regarding whether safety and evacuation procedures are in place or not. The Police should be contacted regarding parking problems. That the residents affected should consider taking out a private injunction as the Local Authority is taking so long to sort the situation out.
Mr Gilbert thanked the Council for listening and for the suggestions made.
Cllr Jacobs returned to the room.
40. Questions. To allow a 10 minute period for questions from the public or Members of the Council. The Chairman welcomed Fr R Dixon to the meeting and invited him to speak. Fr Dixon thanked the Council for their grant towards the Arts Festival. He went on to say that comments had been made to him and to Arts Festival Committee Members regarding the dispersement of funds raised during the Festival. He advised the Council and those present that for the past 4 years the income from the Festival has been used to pay the Artists for the current year and to have a fund set up for the following year. Profits have been used to buy new chairs and tables for the Church and wheelchair ramps. He said; “The money raised is used in a practical way for the Church in its use as a facility in the village.”
Fr Dixon also referred to the recent circular letter from the PCC to the village and thanked the PC for their supportive response.
41. Etchingham Station House Project (ESP). To receive a presentation from Mr Colin Phillips. Cllrs Benn and Jacobs repeated their declarations but were asked not to leave the room. The Project initiators would like matched funding from the PC to go forward. The following is a précis of his presentation.
The ESP evolved from the Action Plan. Bringing this project to fruition will mean that the 3 top items of the Action Plan will have been achieved. The initial planning group consists of 5 people. The Project Co-ordinator – Mr Phillips – has a background in Business Planning & Management. The other 4 members of the group have the following skill sets: Mr P Benn – Food and Beverage and a previous licence holder of a Public House and restaurant. Mr A Jacobs and Mrs S Westbrook – Fund Raising. Mr John Morris – Building, Design and Construction. A Trust, called De Etchingham Trust, has now been set up. Surveys on the Station House have been done. Scale plans have been drawn up. The plan is to have a Bistro style restaurant on the ground floor and on the upper floor, 3 small offices – to be rented out. The restaurant will open early morning for commuters and will remain open through the day until after commuter time in the evening. They have already met with SE Rail and have a further meeting this week with a Director of SE Rail. They are currently negotiating the lease. As it is a Community Project they would like the support of the PC. They now need to prepare detailed plans to apply for Change of Use. They have also met with Action in Rural Sussex (AiRS). They have already received a commitment from Railway Heritage to fund 40% of the Project costs. Profits would go back into the Trust. He stressed that the Project is for the village and the villages benefit.
Cllr Varrall (Chair) suggested approaching RDC for matched funding as it is an Action Plan Project. Cllr Varrall also asked if the PC could see a Business Plan. Mr Phillips agreed. Cllr Varrall invited questions from Members which Mr Phillips responded to. Cllr Varrall thanked Mr Phillips for his presentation.
37. Police Report. To receive a report on local matters and incidents in the area. There were no problems reported this month.
42. Outstanding items. To consider outstanding items from March PC meeting and any other items on the Appendix of Outstanding Matters. None were discussed.
43. Additional Agenda Items. To consider such other items as the Chairman considers require urgent attention and due notice of which has been given to the Clerk by 12 noon on the day. None.
44. County Councillors Report. Co Cllr Mr J Barnes delivered a verbal report.
A major matter for concern was the position over a new school for the village. Under previous criteria Etchingham had reached the top of the list for replacement along with Frant. However the Government's new primary school building programme had changed the eligibility criteria in such a way as to prejudice that position and as the Parish Council would be aware Hurst Green was now likely to be one of the two schools wholly replaced as part of the initial programme. He had made his anger and concern known in meetings with the relevant Cabinet Members and at Cabinet. A webcast of the latter meeting was publicly available. The Government had still to approve the programme, but it was unlikely to change. Councillor Barnes explained that County had always used two criteria, the condition of the school and the effect of deficiencies in premises on the teaching of the curriculum. The Government had insisted on two further criteria, which in effect targeted the money available at areas of social deprivation and at schools with low standards. After consultation the Education Authority had equally weighted the four criteria and it believed that the Government would accept that, albeit reluctantly. The programme would run for nine years and County would have to provide match funding. They were as of this year once again in a position to be eligible for supported borrowing, which was the only good news.
There was one further catch and that was the provision that money given in the first two years would have to be refunded if the projects were not completed in that time. Given the new criteria, that was probably the only way that Etchingham could have found a place in the programme since it scored low on social deprivation and had very high performance. Unfortunately the authority had taken the view that given the fact that the site for the new school had not yet been purchased and did not have planning permission, there was virtually no chance of it being completed in two years. Councillor Barnes had argued that with a willing vendor and a land allocation in the Rother Local Plan these were not insuperable obstacles, but County had been unwilling to take any chances. The site at Hurst Green by contrast was already owned and that was why it had found a place in the programme for the first two years. Frant too had been scheduled for replacement and there were seven less major projects included in the programme for the first two years. Thereafter the criteria would be strictly applied.
While he could well understand the Council's caution, given the requirements about repayment, the effect was likely to be that Etchingham would lose out altogether. It was never likely to score sufficiently on social deprivation and low standards to find a place in the following seven years. Because of the wholly inadequate premises, the degree of overcrowding and the fact that really Etchingham now needed a five class school, he had made a strong case that the Authority needed to provide for Etchingham off programme and he had gained a sympathetic hearing, particularly from The Leader of The Council, who had instructed the officers to find a way of taking Etchingham forward.
Councillor Barnes had advised that ETSR should no longer wait on County to apply for planning permission, but apply in conjunction with the school and if possible the landowner. If a slot were to occur, he wanted the project to be in a position where it could go ahead.
Cllr Jacobs suggested bringing together for a discussion all involved parties – Etchingham C of E School, Church Trustees (Church owns the existing school site), new site landowner, PC, Etchingham Under Fives. Co Cllr Barnes agreed this should be the next step.
45. District Councillors Report. None received.
46. School Governors Report. To receive a report from the school governor. Cllr Jacobs gave a verbal report. Latest SAT results are the best they’ve been in 8 years. The staff feel that in not getting a new school they are being penalised for getting good results. He felt that it was vital that the PC took the initiative and pushed for the joint meeting of involved parties to be held within the next 4 – 6 weeks.
47. Committee Reports.
Environment. Verbal report given by Cllr Smith. The new container in The Queens Gardens has developed a problem. Although it is supposed to be a sealed unit and it is only just over a year old mice have chewed through Bunting and it also has a problem with wasps.
Village Hall. The first meeting of this Committee within this Council year has not yet taken place. Confirmed to be held on July 31st.
RALC. Cllr Benn gave a verbal report. He had attended the last meeting and confirmed that Cllr Varrall who had been unable to attend had been re-elected as Vice Chairman of RALC. There is a new Sergeant at Battle – Sgt Danny Russell. There are further training events scheduled to be held in Seddlescombe. Richard Farhall has details. He enlightened Members on the 106 Agreement.
48. Parish Council Meetings. Standing Orders. To note that Standing Orders 3 and 4 be changed from the 3rd Thursday of each month to the 3rd Tuesday of each month from July 2008. Noted
49. Standing Orders. To note items 41 to 48 relating to Committees, of the current Standing Orders. To further note that due to the current number of Cllrs, appointment of specific Members to Committees needs to be suspended in order to ensure meetings of Committees are quorate i.e. 3 Member Cllrs are present. RESOLVE that above items of Standing Orders are suspended.
RESOLVED.
50. Sustainable Communities Act. To note that the Government will be contacting Local Councils in October 2008 to invite them to ‘Opt In’ to the Sustainable Communities Act (which became Law on 23 October 2007). To RATIFY further action by this Council. RESOLVED to ‘Opt In’.
51. Power of Wellbeing. To note that the Power of Wellbeing came in to effect on July 1st 2008. To ensure Cllrs are conversant with its implementation. Cllrs need to study the document and ensure they are conversant.
52. Kick About Areas 2008 Project. To note details of this Project and RESOLVE action. Etchingham does not have another site to use. RESOLVED.
53. Rother District Local Development Framework (R.D.L.D.F.) To note that the Chairman, Cllr Varrall, attended a Cabinet Meeting on Planning Officers Presentation for the new RDLDF. To further note that Cllr Benn and the Clerk attended a workshop to raise any fundamental concerns before Cabinet approve publication of the ‘Policy Directions’ document prior to public consultation. Following discussion it was RESOLVED that response to be sent objecting to the housing numbers based on the fact that infrastructure is not in place or planned. Current public transport system (buses) not good enough.
54. Parish & Town Grant Support Scheme. To receive Cllrs comments and any comments received from Chair of Etchingham Trust for Sport and Recreation and Dist Cllr. No comments had been received.
55. Recruitment of new Councillors. To receive update. Widely advertised and in next Parish Newsletter.
56. Village Hall. To receive Surveyors Report. Noted and deferred to Village Hall Committee meeting.
57. Village Hall Portacabin. To discuss replacement or repair and RESOLVE further action. Deferred to Village Hall Committee meeting.
58. Darby & Joan Club. To discuss request from the D & J Club for assistance with funding for the purchase of new crockery and RESOLVE. The W.I. had also requested a portable urn. RESOLVED subject to confirming amount earmarked from last year.
59. The Queens Award for Voluntary Service. To note that nominations for 2009 may now be made. To discuss. Cllr Varrall congratulated Battle on the Community Bus receiving the award this year. No suggestions for nomination for 2009 were put forward.
60. Financial Matters.
• To receive and approve cheque list for payments made from 23rd May 2008 to 15th July 2008. List approved and signed. All Cllrs in attendance RESOLVED that cheque made payable to Mr T Crane and withheld should be paid to him.
• To receive monthly management account of precept expenditure. Received.
61. Internal Audit. To note that Internal Auditor has completed his audit of accounts for the 2007/08 financial year. To RATIFY his fees for internal audit and attendance at Internal Auditors Update Course. To RATIFY fees for future half yearly internal audit. Cllr Varrall declared a personal interest. All fees RATIFIED.
62. Annual Return for the year ended 31st March 2008. The Council to approve Sections 1 and 2 of the Return and authorise the Chairman to sign both sections. Approved, authorised and signed.
63. Planning Matters. To receive and consider response to any recent planning applications and/or decisions. None to consider.
64. Correspondence. To consider/note the items of correspondence listed separately. Nothing urgent to consider therefore due to the lateness of the hour deferred to next appropriate meeting.
65. Items to be included in the next agenda.
66. Date of next meeting. Tuesday 16th September at 7.30 pm in VH Annexe.
Apologies from Cllr Varrall who will be unable to attend.
No meeting held in June 2008
22nd May 2008
Members Present. Cllrs. Mrs M Varrall, Mr C Boylett, Mr F Smith and Mr A Jacobs.
Also present: District Cllr Mr I Jenkins, Mr S Satchell (Courier reporter) and the Clerk.
Meeting began at 7.30pm
01. Election of Chairman. MV as outgoing Chairman called for nominations for Chairman. Cllr Smith proposed and Cllr Boylett seconded Cllr Varrall as Chairman. No other nominations received. Motion carried.
02. Election of Vice Chairman. Cllr Varrall proposed and Cllr Smith seconded Cllr Jacobs as Vice Chairman. No other nominations received. Motion carried.
7:35pm Cllr Jacobs arrived.
03. Apologies for Absence. Cllr Jacobs sent message he would be late arriving. Cllr Benn, away on holiday. County Cllr J Barnes. Dist Cllr R Elliston.
04. Declaration of Interests. Members were reminded of the need to repeat their declaration immediately prior to the commencement of the item in question. Cllr Jacobs declared a personal and prejudicial interest in item 14.3.
Cllr Varrall declared a personal interest in item 5.
05. To fix the amount of the Chairman’s Allowance in pursuance of section 15(5) of the Local Government Act 1972. Cllr Jacobs proposed that the amount of £200 per annum, as previously approved should again be approved. All agreed. Motion carried.
06. To appoint Chair and Members to serve on the under mentioned Committees.
Environment. Cllr Varrall proposed Cllr Smith as Chairman and Cllr Jacobs as member. All agreed. Motion carried.
Village Hall. Cllr Varrall proposed Cllr Boylett as Chairman and Cllr Jacobs as member. All agreed. Motion carried.
Finance. (FP&GP). Cllr Varrall proposed Cllr Benn (Cllr Benn having agreed to be proposed) as Chairman. All agreed. Motion carried. All Councillors are members of this committee.
Planning. Cllr Varrall proposed Cllr Benn (Cllr Benn having agreed to be proposed) as Chairman. All agreed. Motion carried. All Councillors are members of this committee.
Emergency Planning. This is a working party not a committee.
07. To confirm Cllr Jacobs as PC appointed School Governor. Cllr Jacobs agreed to continue. Confirmed.
08. Appointment/confirmation of Trustees to Etchingham Trust for Sport & Recreation, (ETSR), or note that nominations should be received and approved at the September meeting of the PC. Cllr Varrall proposed that both Co Cllr Mr J Barnes and Mr M Shillabeer should be asked to continue as PC appointed Trustees. To be carried at September meeting of the PC.
09. Confirmation to All that all councillors are Trustees of Etchingham Recreation Ground Trust (ERGT). To note expiry of existing dispensations in September. Cllr Varrall declared her belief to be that the dispensations did not expire until the end of a Cllrs term of office.
All confirmed.
10. Rother Association of Local Councils (R.A.L.C.). To appoint two representatives to R.A.L.C. Cllrs Varrall and Benn CONFIRMED as representatives to RALC.
11. Annual Memberships & Subscriptions. To approve payment of subscriptions and memberships to outside organisations. All existing were APPROVED. Provided regulations allow the annual membership of C.P.R.E. may be paid by D.D.
12. Cheque signatories. To confirm signatories for Parish Council accounts. Current signatories Cllr Jacobs, Cllr Boylett and Cllr Varrall Confirmed. Also confirmed that the Chairman must sign for values over £500.00.
13. Inspection of Deeds. To note any changes to Parish Council Deeds and inspect if necessary. Deeds held are;
1. The Queens Gardens.
2. The Village Hall.
3. Burgh Hill/Fysie Lane Woodland.
4. Church Lane verges.
There have been no changes. Inspection of the deeds was postponed until a future FP & GP meeting.
14. Confirmation of Employees.
Parish Clerk & RFO. The Clerk declared a personal and prejudicial interest and left the room temporarily while position was discussed. Mrs M Chew Confirmed. The Clerk returned to the meeting.
Village Hall Administrator. Mrs B Thomas. Confirmed.
Village Hall Caretaker. Cllr Jacobs repeated his Declaration of Interest and left the room. Mrs G Allum. Confirmed. Cllr Jacobs returned to the meeting.
15. To fix the dates and times of ordinary meetings of the Council for the ensuing year. Following discussion it was Resolved to change the night of the meeting to the 3rd Tuesday of the month. Standing Orders to be changed. Rother District Council and Mr T Elliott to be informed. Meetings will be held months May, June and July. September to November inclusive and January to April inclusive.
16. Minutes of the last meeting. To authorise the Chairman to sign the Minutes of the meeting held on 17th April 2008. Minutes were agreed by all and signed by the Chairman.
17. Additional Agenda Items. To consider such other items as the Chairman considers require urgent attention and due notice of which has been given to the Clerk by 12 noon on the day. None.
18. Outstanding items. To consider outstanding items from March PC meeting and any other items on the Appendix of Outstanding Matters. None.
19. County Councillors Report. Co Cllr Barnes had sent his apologies therefore no report.
20. District Councillors Report. Dist Cllr Jenkins gave a verbal report. He had attended the following meetings:
• Mr G Barker MP and Mr C Horton re train timetabling. Indications are that there will not be a reduction in the service from Etchingham to London. There will be a new franchise for Gatwick area which will affect Tonbridge therefore Etchingham. Car parking problems also discussed.
• The A21 preferred route from Flimwell to Robertsbridge is on the table. However he suggested that as the area by-passing Pembury will come before Hurst Green the time factor is such that it should be removed for now.
• Woodland Centre at Flimwell re alternative energies.
• With Inspector Heather Keating Friday 23rd May.
He also thanked the Courier newspaper for their competition and said he hoped that Etchingham Under Fives would win!
21. School Governors Report. To receive a report from the school governor. Cllr Jacobs had attended a meeting of Governors on Thursday 15th May but as yet had not received the Minutes. He would circulate them when received.
22. Police Report. To receive a report on local matters and incidents in the area. No report received this month.
23. Questions. To allow a 10 minute period for questions from the public. None.
24. Financial Matters.
• To receive and approve cheque list for payments made from 18th April to 22nd May 2008. List approved and signed.
• To receive monthly management account of precept expenditure. Received.
25. Recruitment of new Cllrs and note cost of by-election. Cost of by election noted. Following Resolved:
• Cllr Boylett will write an advert to go in the Courier.
• Poster for the Parish Notice board.
• Poster for School
• Article in the Summer Newsletter.
26. Annual Parish Meeting/Annual Parish Assembly. To receive Members comments on the Annual Meeting 2008. To discuss possible ideas for 2009. A lot of discussion took place and it was Resolved to consider changing the format in 2009. All Cllrs will contribute ideas.
27. Improving our Primary School Buildings. ESCC Consultation. To discuss and agree responses to the questionnaire. Cllrs to send their responses to the Clerk by Tuesday 27th May. Clerk will return the responses.
28. BT Payphones – Consultation of Proposed Removals. Discussion took place. Resolved that the Clerk should write objecting to the removal of the payphone on Sheepstreet Lane.
29. Changes to the Planning System. To receive comments from Members and to complete questionnaire. Understood and agreed.
30. Planning Matters. None to consider.
31. Correspondence. All noted.
32. Items to be included in the next agenda.
• Clerk to write to the Clerk or Chairman of Hurst Green Parish Council to ask them to consider joining with Etchingham PC in a request to have Burgh Hill designated a ‘Quiet Lane’ thereby resulting in a reduction of the speed limit to 20mph.
• Report from Mrs B Smith re Muddy Boots meeting.
33. Date of next meeting. Tuesday 17th June at 7.30 pm in VH Annexe.
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